This document discusses HCT's use of Syllabus Plus software for course scheduling. It provides an overview of HCT, including its size and achievements. It then outlines HCT's 8-step scheduling process, from initial course projections to finalizing the schedule. Key aspects of setting up and using Syllabus Plus are described, including how it integrates with Banner. Timelines for HCT's spring 2015 scheduling are provided. The presentation concludes with highlights of Syllabus Plus Enterprise Timetabler functionality.

1. HCT scheduling using
Syllabus Plus
Presented by
Sabeena KM Khalid Tariq
Business Systems Analyst Head, Enterprise Systems Development
8 December 2014

2. © 2014 ELLUCIAN. CONFIDENTIAL & PROPRIETARY.
Agenda
2
Introduction to Higher Colleges of Technology
HCT Scheduling Process Steps
Banner – Syllabus Plus Mapping
Write back Syllabus Plus - Banner
Scheduling Timelines
Syllabus Plus ET Highlights
1
2
3
4
5
6

3. Introduction

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Introduction to HCT
4
• Largest federal institution for Higher Education in the UAE
• Started in 1988 with 239 students and four colleges
• Today…Largest Higher Education institution in the UAE
• More than 22,000+ students & 17 campuses across UAE
• Reached the highest enrolment of 23,000 students
this semester
• Graduated 45,000 students in 60,000 credentials
• Graduates 5,000 students every year

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Achievements of HCT
5
2005
• First in Middle East to upgrade to Banner™ by Ellucian 7
2008
• First outside US to upgrade to Banner™ by Ellucian 8 (third including US)
• Sharepoint 2007 implementation
• Syllabus Plus (Scheduling ) software implementation with full integration to Banner™ by Ellucian
2009
• Distance learning setup between western region campuses
• First in UAE to go live with Advancement
• Business intelligence implementation using Business Objects
2010
• Merit award from Ellucian for Founding Community Source initiative

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Achievements of HCT (cont’d)
6
2011
• First in Middle East to implement Flexible Registration & Ellucian Payment Center by
Touchnet®
• Voice of Employee (VoE) award from VOVICI for having more than 500,000 surveys per
year
2012
• First in Middle East to implement Oracle® Exadata for Banner
• Migrated from WebCT Vista to Blackboard Learn
• iPad implementation across HCT—wireless upgrade and rollout of 10,000+ iPads
2013
• Migrated 50,000+ student email accounts to cloud
• 100% eText book adoption
• Merit Award from Ellucian for Groovy Grails Training initiative
2014
• Won Arabian Computer News Award for Education Industry for three consecutive years
• DR setup for all critical applications
• Upgraded internet link to 2 G
• Blackboard Catalyst Award for e-text book implementation

7. HCT Applications platform

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HCT enterprise systems—packaged
Banner Student, Banner
Accounts Receivable, Banner
Flexible Registration, Banner
Finance, Banner Human
Resources, Banner
Advancement, Position Control
Curriculum Development
System
Learning Management System Business Intelligence
Portal Enterprise Architecture
Library Information System
Document Management
System
Scheduling Software Mehnaty (Job Search)
Enterprise Feedback
Management
Payment Gateway
eText Aggregators
Help Desk/Knowledge
Management

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HCT enterprise systems—developed and integrated

10. History of Syllabus Plus
@ HCT

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• Studied several scheduling solutions in 2005
• Purchased Syllabus Plus in 2006
• Implemented with full integration in 2006  Classic Syllabus Plus
• Upgraded to Enterprise Time Tabler in 2010
• Upgraded to latest version of Enterprise Time Tabler in 2014
Syllabus Plus @ HCT
11

12. Banner—Syllabus Plus
Mapping

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Syllabus Plus–Banner Fields Mapping
13

14. HCT scheduling process

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HCT scheduling process
15
4. Syllabus
Plus setup
3. Open
scheduling
2. Planning1. Projection
8. Schedule
modification
7. Write back
to Banner
6. Scheduling
in Syllabus
Plus
5. Banner to
Syllabus Plus
upload

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• Combined effort of program chairs and academic services
• Done early in the previous semester
• Based on current & previous semester data
• Based on enrolment and new admissions
• Based on advised plan in E-advising process
• Projected No. of students and no. of sections required
Projection
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1. Projection

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• Done by program chairs
• Pre-scheduling planning tools available
• Faculty load and locations planned
• Recruit additional faculties, if required
Planning
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2. Planning

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• Setup SOATERM:
• Set CRN starting No. in SOATERM: assistant registrar
• Create POTs. Automated process: schedulers request &
asst. registrar approve
• Rollover CRNs (SSRROLL – asst. registrar) or create CRN &
then copy (SSASECT – schedulers)
• Rollover only CRN shell excluding meeting times & locations
• Create blocks or reuse existing blocks (STVBLCK)
• Attach CRNs to blocks (SSABLCK)
Open scheduling
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3. Open
scheduling

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Syllabus Plus database set up (DBA)
• SPROD1 (Fall), SPROD2 (Spring), SPROD3 (Summer)
Set up Syllabus Plus to Banner period mapping (SZASPRD)
• 2x30 min periods in SPLUS = 1x50 min period in Banner
Set up profiles (SZVSMPR)
• Default profile
• Ramadan profile
• Evening class profile
Attach/detach blocks to profiles (SZASPBM)
Syllabus Plus setup
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4. Syllabus
Plus setup

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Run Banner to Syllabus Plus refresh process
(HCT integration process using SPDA by Syllabus Plus)
 Blocks  Student set, program of study
 Part-of-term  Named availability
 CRN  Courses, module, 1 default
activity (meeting time) created
 Faculty  Instructor, suitability
 Buildings  Zones
 Rooms  Locations, suitability
Scheduled to run 2 times a day. No scheduling activity
during the process run.
Banner to Syllabus Plus upload
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5. Banner to
Syllabus Plus
upload

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• Schedulers perform this
• Create needed no. of activities (meeting times)
• Assign meeting time and resources
• Can block week/day/time
• Shows conflicts
• Save
Scheduling in Syllabus Plus
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6. Scheduling
in Syllabus
Plus

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• HCT integration process
• Schedulers use SZAMSCH – custom form in Banner
• Can write back by CRN, block and campus
• Mapping feature available to write back different times
(for Ramdhan timing and shifted schedules)
• Validation on course contact hours match with scheduled hours
• Write back meeting times and resources to Banner scheduling module
Write back to Banner
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7. Write back
to Banner

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Schedule time mapping
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Block 1
Period 1
Period 2
Period 3
Period 4
Period 5
Period 6
Period 7
Period 8
Period 9
Period 10
Period 11
Period 12
Period 13
Period 14
Block 2
Period 1
Period 2
Period 3
Period 4
Period 5
Period 6
Period 7
Period 8
Period 9
Period 10
Period 11
Period 12
Period 13
Period 14
Time
7:00
8:00
9:00
10:00
11:00
12:00
13:00
14:00
15:00
16:00
17:00
18:00
19:00
20:00
Block 1
Period 1
Period 2
Period 3
Period 4
Period 5
Period 6
Period 7
Period 8
Period 9
Period 10
Period 11
Period 12
Period 13
Period 14
Block 2
Period 1
Period 2
Period 3
Period 4
Period 5
Period 6
Period 7
Period 8
Period 9
Period 10
Period 11
Period 12
Period 13
Period 14
Block 1
Period 1
Period 2
Period 3
Period 4
Period 5
Period 6
Period 7
Period 8
Period 9
Period 10
Period 11
Period 12
Period 13
Period 14
Block 1
Period 1
Period 2
Period 3
Period 4
Period 5
Period 6
Period 7
Period 8
Period 9
Period 10
Period 11
Period 12
Period 13
Period 14
Shifting
Shortening
(Ramadhan)

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8. Schedule
modification
• Schedulers do schedule modifications in Syllabus Plus
• Final version write back to Banner
• Write back process overwrites the previous schedule
Schedule modification
24

25. Scheduling timelines

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HCT scheduling timelines (for Spring 2015)
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October 2014
Projection /Planning
November 2014
Open Scheduling / Syllabus Plus Setup /
Banner to Syllabus Plus Upload
November 2014
Scheduling in Syllabus Plus
December 2014
Write back of schedule  Schedule
Modification
December 2014
Open registration
Jan 2015
Final schedule display to students and
teachers
February 2015
Start of term

27. Syllabus Plus ET highlights

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• Users can personalize their workspace
• Provides a multi-week timetable view
• Supports creation of activity variants
• Supports creation of jointly taught activities
• Resources editor to refine resource, day, and time changes
• Master timetable grid with a drag and drop capability
• Click and drag capability to extend the duration of activities
• More advanced filtering and sorting of object lists
• Capability to customize the content of the timetable grid
• Printing from the timetable grid
• Allows “Full” or “Request” permissions to change scheduling and resources in
multi-user mode
• Allows problem waivers
Syllabus Plus ET Highlights
28

29. Q & A

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Khalid Tariq
Head, Enterprise Systems
Development
Higher Colleges of Technology
ktariq@hct.ac.ae
Sabeena
Business Systems Analyst
Higher Colleges of Technology
skm@hct.ac.ae